Publication
Operating Context 2024-25
The number of conferences served by the Canadian Intergovernmental Conference Secretariat (CICS) has varied greatly over the last number of years due to the COVID-19 pandemic. While the number of in-person conferences was reduced to 0 in 2020-21, we are now seeing a return to pre-pandemic levels, with 57 of these being held in 2022-23, and 59 to date (as of January 17th, 2024) in 2023-24. However, it is important to note that post-pandemic in-person conferences are vastly different than those held pre-pandemic, as we are now incorporating a virtual, or hybrid, component to almost all in-person meetings. This adds levels of complexity for logistics, technical requirements, and resource allocation. Interestingly, teleconference numbers have plummeted to 0 since 2022-23, a trend that will likely continue in the coming years. While videoconference numbers soared to record heights during the pandemic (95 and 135 served in 2020-21 and 2021-22, respectively), these are seeing a decrease in recent years as the hybrid conference takes over as the preferred format by CICS clients. In 2022-23 and 2023-24, the videoconference to hybrid ratio has remained stable at 44% vs. 56%, respectively, showing a clear trend that hybrid meetings are now leading as the format of choice for intergovernmental conferences.
As governments and senior officials change across Canada, it is important for CICS to maintain and renew its relationships with client governments to actively promote the organization and its services, as well as its neutrality. Communication efforts are continuing in order to sustain the number of intergovernmental conferences we serve while adapting to evolving meeting formats, including the hybrid approach.
The attraction and retention of a diverse, talented and motivated workforce creates a unique challenge for a micro-agency such as CICS due to employees’ limited upward mobility within a small organization. The Agency continues to make use of the Federal Student Work Exchange Program and CO-OP Programs on a regular basis to encourage interest in a public service career. Sustained efforts will be exerted to maintain and improve employee retention by creating a healthy environment conducive to work-life balance, career development and job satisfaction, but also by providing a safe and respectful space, where employees feel comfortable to raise issues of concern, and a work environment that is inclusive, accessible, obstacle-free and non-discriminatory.
There is a risk of personnel leaving due to retirement or career advancement, resulting in a loss of corporate knowledge and shortage of personnel, which could hinder CICS’ ability to meet demand for conference activity, and to sustain a knowledgeable workforce with the appropriate competencies. Having implemented a succession plan key positions–as well as developmental and mentorship opportunities for those employees with the desire and ability to progress within the organization–will continue to be a critical strategic priority.
CICS has remained at the forefront of providing conference support services through the adaptation of our delivery model and the deployment of innovations (technical and administrative) to support the increasing demand for hybrid and video conferences. The sustained reliance on virtual conferencing methods will continue to allow all federal, provincial, territorial governments to reduce both travel time and costs associated with participation in intergovernmental conferences. This increase in use of virtual conferences has resulted in higher client expectations in terms of turnaround times, and videoconferencing technologies and support services. Assessing CICS’ organizational structure and its personnel’s knowledge and competencies to reflect this new environment will continue to be a crucial exercise in driving the Secretariat to fulfill its need for specialized skills in relation to virtual and hybrid conferencing. With the goal of increasing internal specialization, CICS is proud to continue offering a wide array of conference solutions that respond to these client needs.